SayPro Administrative & Finance Service

Under the direct and the overall supervision of the Head of Office and in close coordination with the Finance, Admin and HR Coordinator, the Administrative and Finance Assistant will be responsible for providing general financial accounting, reporting and administrative support:

1. Encode the daily financial transactions, processing account payables in the accounting system PRISM; verify invoices and ensure they are complete and correct from financial and accounting point of view;

2. Ensure the daily financial transactions are registered accurately; ensure that full supporting documentation is available to document each accounting transaction. Ensure all internal approvals are properly obtained as per the practices of the office prior processing account payables in PRISM;

3. Maintain financial records and monitor systems to record and reconcile local expenditures, balances, payments and other data for day-to-day transactions;

4. Verify that Travel Expense Claims (TEC) are complete, correct and adjusted correctly, if necessary. Ensure final approval is obtained before processing TECs in PRISM and prepare the related accounting documents before payment;

5. Provide technical assistance and help to staff and consultants on projectization, travel (TDY), procurement and relevant accounting process while maintaining Vendor accounts and reconcile them during the month-end process;

6. Assist with the timely preparation of the monthly accounts. Follow up on accounts clearing and maintenance, ensuring accurate preparation of accounts as per PRISM and Accounting instructions;

7. Ensure monthly clearing of suspense accounts and follow-up with relevant parties regarding the deposit/guaranty accounts;

8. Follow-up open purchase orders (PO) status and inform the Finance, Admin and HR Coordinator and Heads of Units on a monthly basis;

9. Ensure that proper and systematic filing/scanning of all validated vouchers and other accounting documents according to standards established by the office;

10. Act as back up for the Administrative and Finance Assistant-Treasury by processing settlements in local electronic payment system (Isabel) in the absence of the Treasurer;

11. Process Goods Receipt in the system upon confirmation/verification by RO staff/Procurement Assistant of the good receipt of goods/services; act as back up for the Procurement and Logistic Assistant;

12. Assist in monitoring budget versus actual financial data in relation to the implementation of the Office’s operational activities, as assigned. Assist in the preparation of financial reports, collection and preparation of audit documentation for the Mission’s projects as and when required;

13. Provide general support to the Resources Management Team in the absence of other colleagues in the Finance Unit;

14. Perform any other related duties as may be required.